Tuition Support PROGRAM

General Fund Units & University Unions

Policy

The Division of Student Affairs (DSA) offers this tuition support program in order to increase the career opportunities available to staff members, enhance the performance of staff members and of their units and encourage professional growth. This program is to be administered by the DSA Office of Finance and Human Resources and will in no way result in a financial burden to unit general fund operating accounts. It is intended that this program be in full compliance with the University of Michigan SPG 201.69.

It is expected that DSA auxiliary and other non-general fund units will provide tuition support to their employees (in compliance with SPG 201.69) and will bear the financial responsibility for those programs.

Eligibility

To qualify for tuition support, a staff member must take the course for credit and must successfully complete the course (as defined below). To the extent possible, staff members should plan to take courses scheduled at times that will not require absence from work during regular work hours.

A staff member is eligible for tuition support if he or she meets the following requirements:

  • Is employed in a full time appointment or part time appointment of at least 50% in a regular non-bargained for position (employees covered under collective bargaining agreements must comply with the terms set forth in their respective agreement) in Office, Professional/Administrative, or Technical Classifications.
  • Has been employed in one of the above classifications for at least six consecutive months at the time of enrollment for the class
  • Intends to, and remains on the active payroll in one of the above classification during the entire term of the class at the same or at a greater appointment fraction at the time of enrollment
  • Takes the course for credit
  • Successfully completes the course
  • Grade of “B” or better for graduate level courses
  • Grade of “C” or better for all other courses
  • Provides the required documentation in a timely fashion as stated below.

Qualifying Courses

To qualify for tuition support, the course must be job-related as defined in SPG 201.69.

Accredited Educational Institutions

Courses must be taken from educational institutions accredited by recognized accrediting agencies and institutions, including those approved under government education and training programs.

Amount of Support

The amount of tuition support is calculated based on tuition and registration fees only. Tuition support is calculated using the in-state tuition rate, regardless of the residency status of the staff member, and is based on the tuition rate in effect at the time of the request.

For part-time employees, tuition support is calculated on a pro rata basis according to the staff member’s appointment fraction on the date the request for tuition support is approved.

University of Michigan Courses

Full-time staff members are eligible for 75% of the cost of in-state tuition plus registration feesfor up to 4 credit hours per term.

Part-time staff members with a 50% or greater appointment are eligible for tuition support proportional to their appointment fraction.

Non-University of Michigan Courses

Full-time staff members are eligible for the lesser of 75% of the cost of in-state tuition plus registration fees or $1,594 per term.

Part-time staff members with a 50% or greater appointment are eligible for tuition support proportional to their appointment fraction.

Tuition Reimbursement

Staff Member Responsibility

  1. Complete and sign the Tuition Support Request and give to the unit supervisor.
  • Request should be submitted to the supervisor at least 20 University business days before registration
  • Check the YES box for Tuition Reimbursement
  • Form can be found at:
  • University Unions Tuition Support Requests must be approved by the Director of University Unions.
  1. Obtain Supervisor’s approval to attend the class. Supervisory approval acknowledges only that any work schedule issues have been resolved and does NOT authorize financial reimbursement.
  2. Send Tuition Support Request paperwork to:

DSA Finance and Human Resources

Attn: Shelli Aldrich-Reed or Tom All

2400 Michigan Union1308

  1. DSA HR Office will notify you and your supervisor once the Tuition Support Request is approved.
  2. Once you receive approval from the DSA HR Office, register for the class.
  3. Provide the DSA HR Office with your Registration Confirmation (we will provide your Supervisor with a copy of your confirmation).

Registration Confirmation must show:

  • Course Name
  • Course Number
  • # of Credit Hours
  1. Once the class is successfully completed, provide the DSA HR Office (within 30 days):
  • A paid bill showing the cost of in-state Tuition and Registration Fee
  • An official grade report

Supervisor Responsibility

  1. Review the Tuition Support Request. Make sure there is no conflict with the employee’s work schedule.

2. Advise the staff member whether the request is approved promptly after the Request is submitted. Supervisory approval acknowledges only that any work schedule issues have been resolved and does NOT authorize financial reimbursement.

3. Sign next to the employee’s signature on the first page, and send the Tuition Support Request to:

DSA Finance and Human Resources

Attn: Shelli Aldrich-Reed or Tom All

2400 MichiganUnion

1308

Human Resources Office Responsibility

  1. Review the Tuition Support Request.

Advise the staff member and Unit Supervisor whether the request is approved promptly after the Request is submitted.

  1. Once the class is successfully completed, the employee will send a paid bill, and an official grade report.
  2. HR Office completes and signs the Administrative Action section on the Tuition Support Request.
  3. HR Office prepares an Additional Pay Workflow payment
  4. HR Office must receive the following documentation within 30 days after the end of the term:
  • Paid bill showing the cost of in-state Tuition and Registration Fee amounts
  • Official grade report

The Tuition reimbursement is processed by Payroll and included in the staff member’s regular paycheck.

In some cases, a staff member may require a Tuition Advance; if so, please follow the procedures listed below.

Tuition Advance

Staff Member Responsibility

Employees requesting a Tuition Advance must document WHY a Tuition Advance is necessary. Tuition Advances may only be approved by the DSA HR Office, and will only be approved for extenuating circumstances. Please attach this documentation to the Tuition Support Request.

  1. Complete and sign the Tuition Support Request and give to the unit supervisor
  2. Request should be submitted to the supervisor at least 20 University business days before registration
  3. Check the YES box for Tuition Advance
  4. Include the date that the course ends
  5. Form can be found at:
  1. Obtain Supervisor’s approval to attend the class. Supervisory approval acknowledges only that any work schedule issues have been resolved and does NOT authorize financial reimbursement.
  2. University Unions Tuition Support Requests must be approved by the Director of University Unions.
  3. Send:
  • Tuition Support Request Form
  • Registration Confirmation

(must show)

  • Course Name
  • Course Number
  • # of Credit Hours
  • Detailed Bill
  • Must show In-State Tuition & Registration Fee amounts

Send all documentation to:

DSA Finance and Human Resources

Attn: Shelli Aldrich-Reed or Tom All

2400 MichiganUnion

1308

  1. Once the class is successfully completed, provide the DSA HR Office (within 30 days):
  • A paid bill showing the cost of in-state Tuition and Registration Fee
  • An official grade report

In accepting a tuition advance, a staff member agrees that if he or she does not 1) successfully complete the class, and 2) provide the unit with an official grade report and a paid bill for tuition within 30 days after the end of the term, the full amount of the advance will be deducted from the staff member’s paycheck, as authorized by the staff member’s signature on the Tuition Support Request form. If the staff member does not supply the appropriate paperwork in a timely manner, future approval of Tuition Support Requests may be affected.

If a staff member leaves the University, either voluntarily or involuntarily, before successfully completing the course or before reimbursing any amounts owing under this policy, or if a staff member does not register for, or stops attending, a course for which he or she has received an advance, the staff member is responsible for immediate repayment of the full amount of the tuition advance.

Supervisor Responsibility

1. Review the Tuition Support Request.

  1. Advise the staff member whether the request is approved promptly after the Request is submitted. Supervisory approval acknowledges only that any work schedule issues have been resolved and does NOT authorize financial reimbursement

3. Sign next to the employee’s signature on the first page, and send the Tuition Support Request to:

DSA Finance and Human Resources

Attn: Shelli Aldrich-Reed or Tom All

2400 MichiganUnion

1308

The tuition advance is processed by Payroll and included in the staff member’s regular paycheck.

Human Resources Office Responsibility

  1. Review the Tuition Support Request.

2. Advise the staff member and Unit Supervisor whether the request is approved promptly after the Request is submitted.

  1. Once the class is successfully completed, the employee will send a paid bill, and an official grade report.
  2. HR Office completes and signs the Administrative Action section on the Tuition Support Request.
  3. HR Office prepares an Additional Pay Workflow payment
  4. HR Office must receive the following documentation within 30 days after the end of the term:
  • Paid bill showing the cost of in-state Tuition and Registration Fee amounts
  • Official grade report